C20 8078_Form_and_Card_Design_1961 8078 Form And Card Design 1961

C20-8078_Form_and_Card_Design_1961 C20-8078_Form_and_Card_Design_1961

User Manual: C20-8078_Form_and_Card_Design_1961

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Page Count: 20

Form and Card

Design

This manual

is

divided in two

sections-the

first de-

voted to form design and the second to card design.

Its use presupposes a knowledge of

IBM

data process-

ing equipment.

It

can be used

as

a guide for indi-

vidual study or a text for class study.

Form C20-8078

Design

© 1961

by

International Business Machines Corporation

Copies

of

this

and

other

mM

publications

can

be

obtained

through

mM

Branch

Offices.

Address

comments

concerning

the

contents

of

this

publication

to

mM,

Technical

Publications

Department,

112

East Post

Road,

White

Plains,

N.

Y.

10601

Contents

Form Design

..........................................

1

Steps to

be

Taken. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Design Considerations

.................................

1

Form

Width

..

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

,

Form

Length

.......................................

1

Horizontal Spacing

..

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Vertical Spacing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Form

Skipping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Availability of Characters for

Each

Printing Position

..

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Form

Alignment Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Numerical

Amounts..

.

..

. . . .

..

. . . .

..

.

..

.

..

. . .

..

. .

..

. 3

Check Protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Marginal

Perforations.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Binding

...........................

,

..

. . . . .

..

..

.

...

. 4

Carbon Copies

..

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Form

Types

........................................

5

Card Design

..........................................

6

Determining

Card

Data

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Determining Field Size

................................

6

Determining

Data

Sequence . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Location of

Data

in

Other

Cards. . . . . . . . . . . . . . . . . . . . . . 9

Sequence of

Data

on

the

Source Document. . . . . . . . . . . . . . 9

Machine Characteristics

.............................

9

Card

Layout Forms

...................................

10

Drawing

the

Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

..

12

Designing Short Cards

..

. . . . . . . . . . . . . . . . . . . . . . . . . . . . .

..

14

Designing PORT-A-PUNCH® Cards

....................

15

Tumble

and

Sectional

Cards.

. . . . . . . . . . . . . . . . . . . . . . . . .

..

15

Testing Card Design

..................................

15

Introduction

To insure efficient processing, cards

and

forms should

be

designed specifically for the application in which

they are to

be

used.

In

doing this,

it

is necessary to:

• Know thoroughly the procedure

and

the machines

to

be

used.

• Understand the reports to

be

prepared

and

know

the use to which each will

be

put.

• Know the· rules of good card

and

form design.

The application of these must

be

accompanied

by

in-

genuity, common sense

and

experience.

This manual

is

divided into two sections -the first

devoted to form design

and

the second to card design.

Each

is intended to serve as a guide

and

in no way re-

places the valuable assistance

that

is

available through

your local

IBM

representative.

The

design of efficient, economical forms requires a

certain amount of preparatory evaluation

and

analysis.

Bear in

mind

that

the

major objectives are

(1)

forms

which are legible, simple

and

economical,

and

(2)

forms which can

be

prepared

efficiently. Local

IBM

rep-

resentatives should

be

consulted early; their guidance

and

reference materials will help insure against costly

mistakes.

Steps to

be

Taken

First,

the

necessity of designing a particular

new

form

should

be

established.

There

may

be

existing forms

which are similar to

the

proposed one

and

which, with

minor changes, will satisfy the

new

requirements.

Next,

study

the

machine to

be

used for printing.

In

so

doing, use

the

reference manual for this machine;

most manuals have

at

least one section devoted to

the

tape-controlled carriage

and/or

form design. These sec-

tions contain valuable information

about

forms specifi-

cations as well as different printer characteristics and

operation.

Thirdly, list all types of information to

be

recorded

and

the

number

of positions which will

be

allotted for

printing each.

In

doing this,

past

and

present

statistics

should

be

assembled

and

studied; these

can

be

eval-

uated

in light of

future

plans

and

then

used as

an

indi-

cation of

probable

needs.

One

of

the

greatest weak-

nesses in form design

is

the

tendency to

burden

a form

with unessential information. Since entire

data

process-

ing procedures

may

be

geared to

the

preparation of a

certain report, unnecessary information

is

extremely

costly.

As

a fourth step,

layout

the

form on a spacing chart.

(Note: A 1403 spacing

chart

is

illustrated in

Figure

1.

Spacing charts for

each

IBM

printer

are available

through your local

IBM

representative.)

In

so

doing,

the

following tips will

be

helpful, some of which will

be

discussed in

greater

detail later:

• Use

bold

type

to make special information

or

head-

ings

stand

out.

•

In

columns for figures allow sufficient space for

the

largest amount.

• Place filing information

near

the top of

the

form.

• Title

the

form.

• Include form

number

and

date.

• Keep headings small, to allow sufficient room for

written data.

• Consider headings

at

the

bottom of

the

form.

Form

Design

•

For

multiple copies, use colors as

an

aid

in routing

each

copy.

• Use double-ruled lines to set off sections.

• A void horizontal rulings as

much

as possible to

eliminate adjusting.

• Consider guide marks for names, addresses

and

folding.

• Use some type of check protection for payroll, ac-

counts payable

and

other checks.

•

If

possible, choose a form

width

that

is

standard.

• Make certain

that

the

form length is compatible

with

the spacing to

be

used.

• Include a guide for forms alignment in

the

printer.

The

final step in form design should

be

a test in which

a copy of

the

proposed form

is

used.

In

making

the

test,

examine

the

report

carefully to make certain

that

zeros

are printing properly

and

that

amount

fields are large

enough. Make certain

that

all possible conditions

that

can arise during processing are tested.

Design

Considerations

During

the

design of a form

the

designer should under-

stand

and

keep in

mind

the

following:

Form

Width

The

overall width of a form

is

important

in determining

printing space. Although

the

IBM

form-feeding devices

available will

handle

a great variety of

document

sizes,

certain practical aspects should

be

observed.

Form

costs can

be

reduced

by

confining form widths

to

the

standard

sizes of

paper

stock used

by

business

forms companies. These

standard

sizes can

be

obtained

from

the

forms company; reference to

the

individual

machine

manual

will indicate which are acceptable.

In

addition, standardization permits

(1)

purchase of

report

binding

and

filing supplies in fewer sizes

and

greater quantities

at

reduced

cost,

(2)

more convenient

forms handling

and

(3)

a reduction in

the

setup time

of form-feeding devices.

Form Length

The

total

number

of

body

lines which a form con-

tains (regardless

whether

six- or eight-lines-per-inch

spacing

is

employed) can

be

any whole

number

in

the case of single spacing, should

be

evenly divisible

by

two in

the

case of double spacing,

and

should

be

evenly divisible

by

three

in

the

case of triple

spacing.

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Figure 1.

Horizontal Spacing

For

ten-characters-per-inch spacing, vertical lines sepa-

rating

fields,

and

periods of

numbers

should

be

drawn

so

that

each

splits a

printing

position.

If

they

are

drawn

between

adjacent positions,

paper

shrinkage, variations

in

form insertion

and

alignment, as well as

other

vari-

ables,

may

prevent

satisfactory registration

during

printing.

For

402-3 spacing,

the

lines

can

be

drawn

between

printing

positions.

Vertical Spacing

On

many

printers

the

vertical spacing is

under

operator

control

and

can

be

set for six

or

eight

lines

per

inch.

The

importance of this is

that

double

spacing

at

eight

lines

per

inch

permits 25%

more

lines to

be

listed

on

a

page

than

double spacing

at

six lines

per

inch.

While

it

is

true

that

six lines

per

inch

at

single spacing gives

more

items

than

eight

lines

per

inch

at

double

spacing,

the

advantage

of

the

latter

is

the

double-spaced legi-

bility

(see

Figure

2)

.

DOUBLE-SPACED

Six

Lines

To

The

Inch

6 lines 1

2"

763229

250

763232

370

763235

34P J

763238

160

7E3241

250

7E3244 370

Eight

Lines

To

The

Inch

8 lines

2:

21

WTRMN-SAPHIR-PEN

: 87

WTRMN

PEN

6

LOT

: 29

WTRN

CART

12

LOT

: 59

WT

BALLPNT

6

LOT

1:

15

SKYRIT

PEN

6

LOT

1: 74

PEN

SET

: 29

CARTRDGE

12

LOT

2:

70

PENCIL

CHRME

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1

2"

J

Figure 2.

Before designing forms for single spacing

at

eight

lines

per

inch,

it

should

be

made

certain

that

the

lines

of

print

will

not

overlap. Machine

and

type

style de-

termine this.

Principles of

Operation

Bulletin 94 (form 224-6156)

describes

preparation

of

carriage tapes for eight-lines-

per-inch spacing.

Form Skipping

Forms should

be

such

that

carriage skipping from

one

area

to another, or from

one

form to another, requires

little

or

no extra processing time. Since

the

maximum

distance which

can

be

skipped

without

losing a ma-

chine cycle is

not

the

same for all printers,

the

individ-

ual

machine or systems reference

manual

should

be

read.

It

is also advisable to

study

very carefully

and

determine

the

number

of

body

lines

which

will

occur

most frequently.

If

the

form provides for

more

or

less

than

this

number,

valuable machine time may

be

lost

in

long skips or

frequent

overflows.

Availability

of

Characters for Each Printing Position

On

most printers, alphabetic, numerical

and

special

characters can

be

printed

in every

print

position. How-

ever, for

the

402

and

403

it

should

be

made

certain

that

reports requiring

the

printing

of alphabetic information

are designed

so

that

the

machine can

print

from

the

alphameric

type

bars.

On

the

402, 403

and

419 asterisks are

printed

from

odd-numbered

numerical

type

bars while

the

CR

sym-

bols

are

printed

from

even-numbered

ones.

In

some

cases it is difficult to

arrange

reports

so

that

these char-

acters

print

for

odd

and

even

type

bars respectively.

Therefore,

by

special request,

the

asterisks

can

be

re-

placed

by

credit

symbols

and

vice versa.

If

it

is

desir-

able to have special characters

other

than

those avail-

able,

demountable

type

bars

must

be

used.

Form

Alignment

Guide

If

possible, a guide for form alignment should

be

de-

termined

and

preprinted

on

each

form to facilitate ma-

chine setup operations.

For

the

402

and

403 accounting

machines this is accomplished

by

printing a

ribbon

guide (see

Figure

3).

For

other

printers

it

can

be

ac-

complished

by

a short line

or

mark

in

the

margin

or

heading

of

the

form; this line or

mark

should

be

used

in

conjunction

with

a stationary object such

as

a

print

line

indicator.

For

forms

that

are

prenumbered

and

must

be

ac-

counted

for, a clear plastic facsimile of

t1ie

form

can

be

made. This facsimile,

when

clipped to

the

top of

the

first form, should

provide

the

means for form alignment

and

restoring

the

control

tape

in

the

carriage.

It

is

important

that

a description of

the

form align-

ment

guide

and

its use

be

included

in

the

manuals of

procedure. A delay

in

machine setup will

create

an

un-

avoidable delay in processing.

Numerical Amounts

In

determining

the

number

of

print

positions

needed

for numerical fields,

it

is

the

size of

the

total

which

must

be

provided

for

rather

than

the

size of

the

detail

amounts.

If

marks of

punctuation

are

to

be

machine-

printed,

the

size of

the

field should

be

checked to

make

certain

that

printing

positions

have

been

allotted.

If

offset total

printing

is

used

on a form,

the

total

and

the

individually listed amounts should

be

positioned so

3

RIBBON

DATE

3 / 3 1 / 6

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EXPENSES / 1 4 1 1 9 I 7 3 2 I 1 0 V ·7 I 3 5 4 I 7 8

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10

DATE

3 / 3 1 / 6

14

14

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Figure

3.

DATE

1 2 / 3 1 / 6

MATRL.

CUSS

174

STOCK

NUMBER

146301

DESCRIPTION

MOTOR

1

HP

60

CYC

that

zero

and

special symbol

printing

control

in

one

field does

not

interfere

with

that

iIi

the

other

(see

Fig-

ure

4).

The

same

is

true

of

other

numerical

fields,

par-

ticularly those

that

appear

in

the

heading

of

the

form.

Check Protection

Since

the

amount

field on a payroll, accounts

payable,

or

other

check

may

be

larger

than

the

amount

printed

in

it, a positive

method

of

preventing

fraudulent

altera-

tion is

needed.

One

way

is

to

allow zeros

to

print

to

the

left

of

the

high-order

digit.

Another

common

means

of check

protection

is

the

use

of

asterisks.

For

some printers, this is a

routine

op-

eration; for others

it

requires

a special device.

Marginal

Perforations

Most forms

have

a vertical perforation

1f2"

from

each

side. Sometimes, however, forms

are

designed

with

dis-

similar

margin

widths.

For

example, a

form

with

an

overall

width

of

9Ys"

may

be

perforated

1/

2"

on

the

left

and

%"

on

the

right, to leave

an

81/2"

x 11" letter-size

report

after

the

marginal

strips

are

removed.

Many

such

variations

in

margin

size

are

used.

At

least

one

unused

printing

position should

be

left

between

a ma-

chine-printed

character

and

a perforation.

Since some

report

binders

utilize

the

form-feeding

holes

for

binding,

many

reports

are

set

up

with

no

per-

foration on

the

binding

side.

The

practice

of

eliminating perforations

and

letting

the

form-feeding holes

remain

on

both

sides

of

the

fin-

4

STOCK

STATUS

SUMMARY

:::~::~:~:CI

V

PRODUCTION

0

SAL.ES

0

~:~~~~~

r-~_A_C_TUTA_L_T_RA_N_S_AC~T_IO_N_S~~~~_P_U_N~N_ED_T_R_A_N_SA_C~T_IO_N~S~~

RECEIVED

I ISSUED I

ON

HAND

ON

ORDER

REOUIRED

AVAIUBLE

49

7 1

16

1

33

-~

--

5 0

36

47

~

5

ished

reports

is

being

followed

more

and

more,

particu-

larly

with

internal

reports.

Binding

In

most cases,

it

is desirable

to

keep

the

binding

space

at

a

minimum

to

reduce

form

cost. Therefore, informa-

tion

that

is

not

likely to

be

referred

to

should

be

placed

nearest

the

margin, since

it

becomes increasingly

more

difficult

to

read

information

near

the binder

posts

when

many

sheets

are

placed

in

a binder.

Because

of

the

amount

of

space

required

for

head-

ings,

many

forms

can

be

bound

at

the

top,

with

no

sacri-

fice

in

readability.

If

it

is desirable

to

bind

continuous

forms

without

bursting

them

or

binding

them

on

the

side,

binding

holes

can

be

punched

in

both

the

top

and

bottom

of

the

forms.

Carbon Copies

Substantial savings

can

be

realized

by

keeping

the

number

of

carbon

copies

to

a minimum. Some tech-

niques

that

are

effective

in

reducing

the

number

of

car-

bon

copies are:

1.

Side-by-side

duplicate

reports.

2. Consolidation

of

reports for

multiple

use.

3. Sequence-routing of reports

to

different

depart-

ments,

instead

of

simultaneous distribution.

4. Mechanical

or

photographic

reproduction.

Any

report

that

is

subject

to

constant usage,

such

as

a weekly

time

sheet, should

be

prepared

on

a

durable

grade

of

paper.

For

most

multiple-copy work,

the

first,

NAME

OF

INSURED

AMOUNT

OF

POLICY

NUMBER

INSURANCE

91846702

EVELYN

SMITH

150

0

60942301

DOROTHY

GREEN

2 5 0 0

66450398

ANOREW

HERRON

5 0 0 0

138149275

DONALD

CREW

2 0 0 0

POLICIES

I

TRANSFERS

I

TOTAL

AMOUNT

INSUR.

REVIVALS

I I 1

10

0 0

r

~

OFFSET

TOTAL

Figure

4.

or original, copy

and

the

last copy

are

heavier

in

weight

than

the

intermediate

copies.

Lighter

weights of

paper

have

less cushioning effect

on

the

printing

impact,

and

therefore

permit

more

legible

printing

on multiple

copies.

The

paper

must

not

be

so stiff

that

it

will buckle

away

from

the

platen.

On

the

other

hand,

it

must

be

of

sufficient

weight

and

strength

to

prevent

tearing while

feeding or ejecting forms.

Platen

hardness requirements vary

with

the

number

of

parts

in

each

form.

Printing

payroll checks

without

carbons, for example, necessitates a

medium

platen,

while an invoicing operation

with

six parts to

be

re-

corded

necessitates a

hard

platen.

In

addition to this,

the

distance

between

the

type

bars

and

the

platen

is adjustable

(for

a varying

number

of copies)

by

the

use

of

the

machine's form thickness

adjustment device.

Many

printers also have an adjust-

able

device

which

permits

the

operator to

vary

the

print

density.

It

is also valuable for stencil

cutting

or

preparatiop

of

spirit duplicator

master

sheets

if

the

machine is

used

for

other

work.

When

feeding forms of

eight

parts

or

more, or excep-

tionally heavy forms,

the

use

of

an

undercut

platen

should

be

considered to avoid

improper

registration

and

smearing.

The

carbon

paper

used

should

produce

the

required

number

of legible copies

without

excessive smudging.

Various carbon forms

are

in use.

They

include:

1.

One-time carbon. This is

used

once

and

discarded.

2.

Carbon-backing paper.

The

carbon surface is

on

all

or

part

of

the

reverse side of

the

original.

3.

Chemical-coated

paper.

The

chemical coating on

the

back

of one sheet reacts

with

the

coating

on

the

face of

the

next,

under

the

impact

of

the

type

bar.

The

type

style

is

also

an

important

consideration for

multiple carbon copies.

Standard

type

will give maxi-

mum

legibility. A

type

style

with

a smaller

area

tends

to fill in

when

printed

through

several sheets of

paper,

and

type

with a

bolder

face spreads

the

force of

the

hammer

blow

and

decreases

the

sharpness

and

density.

The

legibility of some special-purpose

type

is lim-

ited. Since

it

is fixed

in

size,

the

more

characters

that

are

crowded

within

the

area,

the

smaller

each

character

becomes. Therefore, as

the

number

of carbon copies

increases,

the

definitive lines of

each

character

seem

to

become broader.

The

result is a character

that

is diffi-

cult

to read.

In

some cases carbon

paper

is

narrower

than

the

form.

It

may

be

held

in

place

by

a fastening

technique

at

the

horizontal'

perforations

between

forms,

or

by

some

other

method

such as stitching, gluing,

or

paper

perforations in

the

margins.

The

recommended maximum distances

between

fastenings are:

Form Length

1 to 5 inches

5%

to

11

inches

11

to 14 inches

14

to 17 inches

Maximum Distance

Between Fastenings

5 inches

11

inches

7 inches

81

h inches

For

forms more

than

17"

in

length,

the

maximum

distance

between

staples should

be

determined

by

ac-

tual

test.

If

staples are used, these conditions

must

be

satisfied:

• Staples

must

be

located

out

of

the

printing

area.

• Staples

must

be

properly

crimped

so

they

won't

catch

on guides, edges

or

staples

in

succeeding

forms.

• Staples

must

not

cause excessive

bulging

during

feeding, particularly

at

the

out-fold.

Form Types

Depending

upon

its

purpose

and

destination,

the

form

on

which

a

report

is

printed

may

range

from

the

least

expensive blank stock to

the

more expensive custom

design

..

Reports

printed

on

blank

stock will

probably

be

vague

to outsiders, such as auditors, as well as

to

many

insiders, unless

the

printer

itself

can

be

used

to

print

column headings

during

report

preparation.

Imprinted

stock forms are standard-size forms

which

are

stocked

in

large quantities

and

upon

which

lines, headings,

markings

and

some designs

are

printed

as desired. Cus-

tom

forms are those which

are

designed to fill special

needs of size, complexity

and

design. Although

more

expensive,

they

can

be

used

advantageously to "sell"

the

company.

Stock forms,

both

blank

and

imprinted, are generally

used

for

infrequent

or low-volume reports and,

in

par-

ticular, for those reports

which

are

sent

to insiders.

5

Card Design

Generally speaking, cards can

be

categorized

by

the

manner

in

which

they

are

prepared:

Transcript cards

are

punched

from information pre-

viously

recorded

on

other

documents. Examples in-

clude

the

customer

order

cards

punched

from orders,

accounts receivable cards

punched

from invoices,

voucher cards

punched

from accounting vouchers.

Dual cards

are

punched

from information previously

\vritten on

thc

cards themselves.

Thus

they

serve a

dual

purpose as

both

source

document

and

process-

ing medium. Examples include

(1)

inventory count-

ing

and

recording cards, which

have

the

physical

count

written

on

them

in

the

warehouse,

and

which

are

then

sent

to

the

data

processing installation for

punching

of

the

handwritten

data,

and

later

used

in

printing

the

inventory report,

(2)

payroll

change

cards, which

have

the

change

written

on them,

and

which

are

then

signed

by

the

employee,

punched,

and

automatically machine-processed to effect

the

change,

and

(3)

certain requisition

and

personnel

cards.

Mark-sensed cards are automatically

punched

from

electro graphic pencil marks

that

are

recorded

in

mark-sensing positions on

the

face of

the

cards. Cer-

tain weekly

attendance

and

meter

reading

cards

are

of this type.

They

are

marked

by

an

employee on

the

job, sent to

the

machine room

where

the

mark-sense

data

is

machine-read

and

punched

into

the

same or

a different

card

for processing.

Output

cards

are

automatically machine-created as a

result of processing disk storage records,

tape

records

or

other

IBM

cards. Examples include summary, bal-

ance forward,

updated

file, exception

and

certain de-

tail cards. Some of these

undergo

additional process-

ing

for

report

preparation, while others

replace

the

corresponding

but

outdated

cards in a file.

Special

cards

are

used

with

the

IBM

PORT-A-PUNC:a@

to

enable

on-the-spot

punching

of data.

Punching

posi-

tions of those columns

that

are

to

be

used

for record-

ing

data

are

pres cored;

the

holes

are

created

by

punching

out

the

pres cored chips

with

a special in-

strument.

Regardless of

the

manner

in which

it

is

prepared,

in

no case should a

card

be

imposed

upon

a procedure; in-

stead

it

should

be

designed for

the

particular

use to

which

it

will

be

put.

This is

the

only

way

to achieve

maximum effectiveness

and

efficiency.

6

Determining

Card

Data

The

first

step

in

card

design requires a

study

of

the

final

report

that

is to

be

printed

from

the

card

and

a listing

of

data

needed

for it. Next,

the

procedure

is

studied

and

any

data

needed

for processing

that

is

not

also

needed

for

the

report

is

added

to

the

same listing.

Every

item

except

that

which

comes from a table,

master

card

and/or

storage is extracted

and

recorded on a form sim-

ilar to

the

one illustrated in

Figure

5.

Provision

must

be

made

for recording in

the

card

all

data

that

is listed,

unless

it

is calculated,

emitted

or

summarized.

A check should

be

made

that

the

necessary reference

data

is

included

on

the

listing. Reference

data

should

be

sufficient to

(1)

identify

the

transaction

with

the

original source

document

from which

it

was created,

(2)

indicate

the

date

on

which

the

transaction occurred,

and, in some cases,

(3)

designate a person,

place

or

item

responsible for

or

involved in

the

transaction. Ex-

amples of reference

data

include date, invoice

number,

batch

number,

account number, salesman

number,

etc.

The

amount

of reference

data

that

is necessary is de-

termined

by

the

use to which

the

cards will

be

put

and

the

reports which will

be

written from them.

Care

should

be

taken

to avoid duplicate or unnecessary ref-

erence data.

Determining

Field Size

The

number

of columns

required

to

record

each

type

of information should

be

determined

and

added

to

the

list in

Figure

5.

For

codes, dates, invoice

number,

ac-

count

number,

etc., this is

determined

by

the

largest

single

number

to

be

recorded. Thus, four columns

are

reserved for invoice

number

if

the

number

series is to

be

repeated

after

9,999,

and

two

for

branch

if

there

are

no more

than

99 branches.

With

quantity

and

amount

fields,

the

problem

be-

comes

more

difficult.

In

the

first place,

the

space

needed

to

record

the

largest

amount

may

not

be

known; in

the

second place,

if

the

largest

amount

is

known, its chances

of occurring

may

be

rare.

It

is therefore a good

plan

to provide for all except

those

rare

cases,

and

to

handle

them

by

punching

extra

cards or

by

using class selection.

If,

for example,

the

seven-digit

amount

$67,265.80 is a

rare

case,

it

may

be

recorded

in a six-column field

by

punching

six cards of

$9,999.99

and

one

card

for $7,265.86

(or

any combina-

tion of six-digit

numbers

totalling $67,265.80).

In

de-

signing

summary

and

balance-forward cards, however,

CARD

DESIGN

WORK

SHEET

.

CARD

NAME:

(Ja.b..iM;6

~

DESIGNER:

J/.c.I1&l~

INFORMATION

REQUIRED

FOR

FIELD

SIZE

LOCATION

SEQUENCE

PROCESSING,AND

REPORT

IN

OTHER

ON

SOURCE

TRIAL TRIAL

TRIAL

FINAL

CARDS

REMARKS

PREPARAT

ION

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139 SI

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77

Figure 5. 7

the

amount

fields

must

be

made

large

enough

to accom-

modate

the

summary totals.

For

punching

names, 20 columns

are

generally suffi-

cient; this should

be

carefully checked, however, on

each

individual job. A

study

of

the

number

of columns

required

for recording names

and

addresses reveals

that

95% of names of individuals can

be

recorded in

18 columns

or

less;

that

9S% of names of companies

require

20 columns or less;

that

90% of

street

addresses

require

18 columns

or

less;

and

that

99% of cities

and

states

(abbreviated)

require 20 columns or less.

The

total of

the

columns

required

for all fields will

indicate

whether

the

capacity of

the

card

has

been

exceeded.

When

the

number

of columns exceeds 80

but

does

not

go over 100,

the

decision

must

be

made

whether

to use two cards or to

reduce

the

number

to

80.

If

the

total

number

reaches 100

or

more,

it

is

evi-

dent

that

an additional

card

is needed.

If

it

is

decided

to

reduce

the

number

of columns to

80,

the

following techniques

may

be

used:

1.

Reduce

the

size of reference fields

by

repeating

the

numbering

series more frequently; for example, in-

voice

numbers

may

start

with

1

each

month

instead of

each

quarter.

2.

Reduce

the

size of control fields

by

having certain

ones serve as subclassifications of others.

3. Reduce

the

size of reference or control fields

by

recoding.

It

is often possible to eliminate several digits.

4.

Reduce

the

number

of columns

required

for re-

cording reference or control fields

by

ignoring one or

more

digits

which

may

not

be

essential. Thus,

it

may

be

possible to

punch

only four digits of a six-digit invoice

number

and

preserve positive identification.

S.

Reduce

the

size of

amount

fields in those cases

where

the

number

of digits in

the

amount

seldom ex-

ceeds

the

capacity of

the

field.

6.

Record in

the

lIth

and

12th

punching

positions

information

which

is

never

used

for printing. These

positions

can

be

easily

used

in columns

that

are

set aside

for multiple punching; however,

they

should

not

be

used

in control

or

alphabetic fields.

7.

Use a single

card

column for recording several

one-digit codes.

If

an

applicant

is categorized male

(11

punch)

or

female (12

punch)

and

by

age group

(for

example, a zero

punch

for age lS-20, a 1

punch

for

21-23, a 2

punch

for 24-26

...

and

a 9

punch

for 65

and

above),

then

both

codes can

be

punched

in

the

same

column. Since this is multiple punching, caution should

be

exercised

and

the

user should

make

certain

that

the

different combinations

are

machine-readable.

8.

Investigate

the

use

of

the

group-sorting device

if

master

and

detail cards

are

sorted together. Its use

may

make

it

possible to eliminate from

the

detail cards a

sorting field or fields.

8

9.

A void unnecessary data; for example,

the

use of

both

an

order

number

and

an invoice

number

is un-

necessary

if

one will provide

adequate

reference.

10. Use one field instead of two

when

alternative in-

formation is to

be

recorded. An example

is

an

accounts

receivable transaction

card

that

is

to

be

used

to record

either

an invoice

or

a credit memorandum.

The

use of

two

fields-one

titled "Invoice No."

and

the

other

"Cr.

Memo.

No."-will

suffice

if

an X

or

digit

punch

is also

punched

in some specified

card

column as identifica-

tion of

the

credit memo.

11.

For

cards

that

are

to

be

used

for statistical anal-

ysis, combine several classes

of

statistical

data

into a

single column. This

technique

is especially applicable

in

the

case of yes-no responses.

If

it

is necessary to use more

than

one card,

the

data

is

separated

or classified to determine which should

be

placed

in

each

card. Such a division

may

be

based

upon

anyone

of several schemes:

1.

Place

the

repetitive

or

recurring information in

one

card

and

temporary

or

non-repeating information

in a second card, as in

the

case of

master

cards

and

de-

tail cards.

2.

If

more

than

one source

document

is involved, de-

sign a different

card

for

each

and

use

card

codes.

3.

In

cases

where

one transaction affects

two

differ-

ent

accounts, design two

cards-each

with

a different

degree

of detail. Examples are accounts

payable

and

payables distributio.n cards, accounts receivable

and

sales cards, payroll

and

labor distribution cards.

4.

For

printing invoices, orders, etc., design a

card

for

each

section of

the

form.

For

example, a job

may

include for

each

customer

(1)

heading

cards,

(2)

a

miscellaneous

data

card

and

( 3 ) detail commodity

cards. Such an arrangement is simple

and

effective;

the

heading

and

miscellaneous

data

cards

may

also

be

used

for

other

jobs, such as

printing

credit

memorandums

and

packing slips.

Determining

Data

Sequence

There

are four major considerations

in

determining a

card's

data

sequence.

In

the

order

of importance, these

are

(1)

the

location of identical

data

in

other

cards

with

which

the

new

one will

be

processed,

(2)

the

se-

quence

of

data

on

the

source

docnment

from which

the

card

will

be

punched,

(3)

the

machines

and/or

pro-

grams to

be

used

during

processing

and

(

4)

the

manual

operations in

which

the

card

will

be

used.

Specific areas

have

been

made

available

on

the

Card

Design

Work

Sheet

(Figure

S) for recording

the

loca-

tion of

data

in other cards as well as

the

sequence of

data

on

the

source document.

The

effect

upon

sequence

of machines

and/or

programs as well as

manual

opera-

tions

and

the

location of

interpreted

information

can

be

indicated

in

the

remarks column.

The

completed

Card

Design

Work

Sheet is very useful

in

later

design opera-

tions.

Location

of

Data

in

Other

Cards

A given field of information in

the

new

card

should

be

placed

in

the

same columns previously assigned to

it

in

the

other

cards. This assures

that

sorting

and

control-

ling can

be

accomplished

when

the

cards

are

processed

together;

it

also facilitates control

panel

wiring

and

programming.

In

cases

where

summary cards

are

de-

signed to accommodate year-to-date figures

or

balance-

forward amounts

which

by

their

nature

must

be

larger

than

corresponding fields in

the

detail transaction cards,

the

amount

fields

in

both

should

be

aligned as

nearly

as possible.

Examples of different cards

which

are

processed to-

gether

include a customer

name

card

used

with

ac-

counts receivable cards to write a statement, a daily

time

ticket

used

with

labor distribution cards

to

obtain

zero balance,

and

a labor distribution

card

with

mate-

rial distribution cards for cost analysis.

Figure

6 is a Multiple

Card

Layout

form

which

should

be

used

when

planning

several cards simulta-

neously

or

a

new

card

that

will

be

used

with

existing

cards.

The

use of this form makes

it

possible to easily

align those fields

which

are

common to

more

than

one

card. Note: After all fields

have

been

laid

out

and

se-

quenced, a

separate

form is

used

for designing

each

card

in detail;

it

will

be

discussed later.

Sequence

of

Data

on the Source Document

Card

punching,

being

a

manual

operation,

is

subject to

the

greatest variation in production rate;

anything

which simplifies

it

will

tend

to insure a faster

and

more

accurate operation.

Data

should

be

punched

into a

card

in

the

same

order

in

which

it

is normally read.

If

the

data

sequence

on

the

card

is considerably different

from

that

on

the

source document,

it

may

be

necessary

to redesign

the

source document.

In

cases

where

only

the

indicative information differs in sequence, a

rubber

stamp can

be

used

to provide

the

proper

sequence.

Machine

Characteristics

Cards can

be

designed to

take

full

advantage

of

both

machine characteristics

and

processing techniques.

Some of

the

major ones

are

discussed below:

Card Punches.

In

designing a

dual

card

it

is

better

to

locate

the

handwritten

data

on

the

left

side of

the

card

and

the

punched

data

on

the

right. This is insur-

ance against having

handwritten

data

under

the

card

pressure lever

when

it

is being

read

for

punching

( see

Figure

7)

.

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Punching

Station

Figure

7.

Sorters.

For

sorting operations in which cards are

being

sequenced

by

several codes (e.g., minor,

intermediate

and

major),

operator contro] is simplified

if

the

fields

are located

adjacent

to

each

other

with

the

minor

code on

the

right

and

each

progressively

higher

one

to

the

left. Thus,

the

column seiector is

turned

once

for

each

pass

and

always in

the

same direction.

If

the

multiple column selection device is

used

to

select cards on

the

basis of

punching

in

two

or

more

small fields,

the

fields should

be

adjacent so

that

all

will pass

under

the

brushes.

Automatic Punches.

For

those machines which

punch

serially (e.g., 602, 534, 536, 524,

526),

the

card

should

be

designed so

that

the

data

sequence does

not

con-

flict

with

the

sequence in which results will

be

sup-

plied

and

punched

into

the

card

by

the

machine.

Such a conflict can

be

avoided

by

a

study

of

the

par-

ticular machine

and

the

processing to

be

done

by

it.

Computers.

Computer

characteristics should

be

investi-

gated

to determine

whether

the

card's design will

affect processing speed.

For

example,

with

the

1400

series, field sequence, size

and

grouping

wm

deter-

mine

whether

instruction chaining can

be

used.

With

many

computers

the

ability to move

and

process

blocks of

data

without

rearrangement

will facilitate

10

programming

and

increase processing speed.

Control Panel Wiring.

In

installations

where

control

panels are

not

permanently

wired,

the

accuracy

and

speed of

frequent

wiring operations

is

improved

if

the

input

card's

data

sequence is similar to

that

for

reading,

punching

and

printing.

Manual Card Handling.

If

data

is to

be

punched

and

printed

on

the

26 Printing

Card

Punch,

any

informa-

tion to

be

checked visually should

be

placed

near

the

right

or left

end

of

the

card. This makes

it

easier to

fan

and

check a

group

of cards.

If

data

will

be

read

from cards

that

are

sitting

in

a file,

make

certain

that

the

reference

data

is positioned so

that

it

can

be

easily seen.

Card

Layout

Forms

Once

field size

and

data

sequence

have

been

deter-

mined,

the

card's design can

be

created. Several types

of card layout forms available for this are illustrated

in

Figure

8.

To

make

design easier, these forms

are

con-

siderably larger

than

the

standard-size

IBM

card, which

measures 73

/8"

x

31f4".

Through

the

use of

photography

and

reduction techniques,

the

forms can

be

reduced

to

the

proper

size for

making

printing plates.

On

the

transcript card layout form in

Figure

~,

all

guides

and

scales are

numbered

to correspond

with

paragraphs

in

the

text below,

which

describes them.

Most scales

appear

in duplicate; this permits

the

use of

a straight edge in locating

and

laying off specific areas.

1.

Type-spacing scales

appear

at

both

the

top

and

the

bottom of

the

design working area;

the

individual

scales are labeled in

the

set

at

the

bottom.

The

two

groups are alike

and

should

be

used to locate, horizon-

tally, a particular printing position

or

group of positions.

2.

These two guides indicate

the

location of lines

1

and

2 for

standard

end

printing.

3. This spacing guide appears only on

the

left

end

of

the

form.

It

indicates spacing for

standard

end

printing.

There

are eight possible positions on

both

lines 1

and

2.

4.

These two

guides-one

at

the

top, one

at

the

bot-

tom,

and

both

near

the

right

end

of

the

design

area-

represent

the

location of lines 1

and

2 for right-hand

end

printing.

5.

This guide appears on

the

right-hand side of

the

form

and

indicates spacing for right-hand

end

printing.

6.

These two scales

appear

near

the

top on

both

the

left

and

the

right ends of

the

form;

they

indicate

the

lo-

cation of printing lines for

the

26 Printing

Card

Punch

as well as the 548, 550, 551

and

552 interpreters.

The

digits 1 to 5

that

appear

in

the

scale on

the

left

end

of

the

form designate printing lines;

the

[8]

symbol ap-

pearing

between

printing lines indicates the location

of punching positions.

The

numbers 45

and/or

60

indicate which interpreters make use of

each

line.

The

number

80

and

the short horizontal broken line in

the

first box of

the

scale indicate

the

line of printing for

the

26 Printing

Card

Punch.

7.

This

is

a six-line-per-inch scale

that

appears on

both

the

left

and

right ends of

the

form; together they

are

used

to

layoff

printing lines for continuous-form

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card

stock

and

bill-feed cards.

Note

that

some

of

the

printing

lines

overlap

punching

positions;

avoid

the

use

of

these

in

areas

of

the

card

where

there

will

be

a

lot

of

punching.

S.

These

scales

locate

printing

lines

for

the

557 in-

terpreter.

There

is

one

at

each

end

of

the

form.

9.

This

guide

shows

the

location of

each

of

the

twelve

rows

of

punching.

10.

In

addition

to

indicating

the

location

of

punch-

ing

positions, this

guide

shows

the

location

of

each

of

the

twelve

rows

of

mark

sensing.

Note

that

they

do

not

overlap

punching

positions.

11.

This

guide

indicates

the

location of mark-sensing

columns.

Each

overlaps

three

card

columns

and

always

ends

over

a

card

column

whose

number

is divisible

by

three.

12.

These

numbers

can

be

cut

out

and

used

for

num-

bering

areas

on

the

card

as

well

as

for

numbering

card

columns.

In

addition

to

being

used

for

cutouts,

the

top

row

is also

used

as

index

for

the

Short

Card

Column

Guide.

13.

The

Short

Card

Column

Guide

is

in

two

sections,

each

containing

the

numbers

22

through

66.

It

is

used

in

laying

out

a

stub

or

short

card

that

is

to

come

from

the

midsection

of

an

SO-column

card.

(A

short

card

is

any

card

having

between

22

and

60

columns.)

The

guide

is

used

to

indicate

the

beginning

and

ending

card

columns. Assume

that

a 51-column

card

is

being

de-

signed;

the

number

51 is

located

and

circled

in

both

sections of

the

guide.

The

column

number

in

which

the

short

card

will

begin

is 15;

it

is

the

number

which.

ap-

pears

in

the

index

below

51

in

the

left-hand

section of

the

guide.

The

column

in

which

the

short

card

will

end

is

number

65;

it

appears

in

the

index

below

51 in

the

right-hand

section of

the

guide.

(Note:

A

short

card

may

come

from

one

end

rather

than

from

the

center

of

the

standard

card;

if

it

does,

the

guide

is

not

used.

)

14.

This

section is

near

the

bottom

and

extends

the

full

width

of

the

form.

For

each

layout

it

should

be

read

to

make

certain

that

appropriate

areas

are

com-

pleted.

There

are

certain

areas

to

which

attention

should

be

called.

Reading

from

left

to

right,

in

both

the

third

and

fourth

boxes,

at

least

one

condition

should

be

checked.

(Note:

If a

lower

right

corner

cut

is specified

for

an

IBM

24-26

card

punch

having

the

self-checking

number

feature,

then

a C-3

corner

cut

is

recommended;

for

tumble

cards

it

should

be

remembered

that

an

upper

left

corner

cut

becomes

a

lower

right

corner

cut

when

the

card

is

turned.

)

At

the

bottom

of

the

fifth

box

one

of

two

conditions,

Book

or

Tumble,

should

be

checked

if

the

card

is

to

be

printed

on

both

sides. "Book" is

checked

if

the

card

will

be

turned

right

to

left

when

the

reverse

side

is

read:

12

"Tumble"

is

checked

if

the

eard

is

turned

bottom

to

top

when

the

reverse

side

is

read:

If

mark

sensing is used, its style

should

be

indicated

in

the

sixth box.

It

makes

no

difference

which

style is

pasted

on

the

layout

itself;

it

is

the

one

which

is

checked

off

in

this

box

which

determines

the

style

that

will

be

printed

on

the

card.

Drawing

the

Layout

In

drawing

the

card

layout,

there

are

a

number

of

points

to

be

considered.

The

value

of

each

should

be

determined

by

the

card

being

designed

and

the

appli-

cation

in

which

it

will

be

used.

These

points

will

be

discussed

in

the

following text.

Figure

9 shows

the

lay-

out

for

a

material

accounting

card;

much

of

the

discus-

sion

which

follows

can

be

related

to

it.

All field

and

box

headings

should

be

explicit,

and

ambiguous

abbreviations

avoided.

Headings

for

written

information

should

be

such

that

they

force

w~iting

into

the

desired

location.

Make

certain

that

adequate

space

has

been

allowed

for

this writing.

If a

dual

card

is

being

designed,

the

right-hand

side

of

each

area

or

box

containing

handwritten

data

should

be

at

least

five

card

columns

to

the

left

of

the

field

in

which

it

is

to

be

punched.

This

prevents

the

data

from

being

obscured

when

it

is

time

to

punch

it.

Figure

7

shows

the

position of

the

punch

dies

and

the

number

of

card

columns

to

the

right

and

left

of

them

which

are

obscured during punching.

The

shaded

area of

the

mM.Charting

and

Diagramming Template (X24-5884)

shows

the

actual size

and

shape of

the

housing for

the

punch

dies. A

card

can

be

placed

behind

the

template

to determine

the

effect

upon

visibility.

(both

card

and

mark sensing) to indicate

the

location

of

the

decimal points

and/or

commas.

The

shield in

the

card

punch

that

extends across

the

bottom of

the

bed

between

the

punch

dies

and

the

reading brushes obscures about

lis"

of

the

card's lower

edge; therefore, avoid

the

use of this area for recording

data

that

is to

be

read

and

punched

into

the

card.

When

designing a

dual

card, use one

area

of

the

card

exclusively for

handwritten

data

so

that

it

will

not

be

obliterated

by

punching.

If

there must

be

an

overlap

of handwritten

and

punched

data, use

the

overlap for

recording descriptive information which can

be

easily

reconstructed.

For

easy reference, field headings should

be

located

between

the

zero punching positions

and

the

top of

the

card unless interpretation, printing

or

mark sensing

prevents it.

When

possible, retain

the

digits which designate

punching positions.

They

make

it

easier to

read

punched

data

that

has not

been

interpreted.

Keep titles

and

interpreted

data

between

rows of

punching so

that

they will not

be

obliterated.

Any information, handwritten or printed,

that

is to

be

visually checked should

be

placed

near

the

right or

left

end

of

the

card

so

that

it

can

be

seen easily

when

the cards are fanned.

Use

preprinted

decimals

and

commas in boxes

where

amounts will

be

machine-interpreted.

Colored cards

and

color stripes may

be

used to iden-

tify types of cards. However, color should

be

such

that

it

will

not

interfere with

the

utility of

the

card, particu-

larly

the

reading

and

writing of data.

Fields for recording mark-sensing marks should

be

placed on

the

right-hand side of

the

card so

that

the

card can

be

held

and

marked easily. Since marking

positions are physically located above punching posi-

tions, these fields may overlap

punched

fields.

Dotted

lines should

be

drawn

between

columns

Comer

cuts can

be

used effectively to distinguish

card types during processing

and

clerical operations.

However,

it

is

not

recommended

that

the

lower left

comer

cut

be

used on cards

that

are to

be

processed

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Sectional

Card

II!

I7J

IZJ

iJ

[QJ

iJ

il il

§j

i6

7s

80

Tumble

Card

on

the

IBM

24

Card

Punch

and

machines

with

similar-

type feeds.

When

fractions are to

be

punched

into a card column,

the

column should contain

the

punching position digits

that

represent all except

the

highest numerator for

the

fraction.

For

example,

if

fourths are to

be

recorded,

the

column would contain only

the

numbers

1,

2,

3;

if

eighths,

the

column would contain

the

numbers 1, 2, 3,

4,5,6,7.

In

printing headings on

the

layout, indicate their

relative size

and

any punctuation

that

is

needed

for in-

terpreted

and/or

handwritten data.

Card

and

company names should

be

printed on

the

ends of

the

card. Trademarks or slogans

may

be

in-

cluded.

When

possible, provide decoding abbreviations for

code punching.

For

example,

when

single-letter codes

are used, replace

the

punching position digits

with

alphabetic characters (see columns 6-9 of

the

Sectional

Card

in Figure

10).

14

Designing

Short

Cards

Since

the

position of a short card in a hopper

is

pre-

determined, its column numbers should coincide

with

the

numbers of

the

brushes which will

be

reading them,

so

that

sorting

and

control

panel

wiring will

be

easier.

The

first column of a 22-column

card

will

be

read

by

brush

30,

and

the

22nd column will

be

read

by

brush

51. Cards designed for a 51-column operation are

read

by

brushes 15

through

65.

If

the

whole

card

is

to

be

processed before

the

stubs are detached,

it

may

also

be

desirable to show column numbers for

the

standard

80-column card as well as those for

the

short card.

Designing

PORT

-A-PUNCH® Cards

A

PORT-A-PUNCH

card

is

illustrated in

Figure

10. A maxi-

mum

of 40 columns

may

be

punched; however,

the

punching

positions

must

be

prescored to

permit

use of

the

PORT-A-PUNCH.

The

scoring

is

limited to consecutive,

even-numbered columns.

In

considering

the

card

design,

it

must

be

remem-

bered

that

normal machine

punching

cannot

be

accom-

plished in columns adjacent

to

PORT-A-PUNCH

columns.

In

some cases

it

may

be

necessary to reproduce

the

PORT-A-PUNCH

card

into another

card

in

order

to

provide

additional space for calculated results or other

data

to

be

added.

Tumble and Sectional Cards

In

cases such as merchandise control for retailing

and

freight

car

accounting for transportation,

where

40 or

fewer

card

columns

are

required

for a transaction, a

sectional or tumble

card

is

frequently designed

and

used. This cuts

card

costs in half;

with

the

sectional

card

they

may

be

cut

even more.

Figure

10 illustrates

both

types.

Their

nature

is

such

that

it

does

not

easily

permit their use as a

permanent

record card.

Testing Card Design

After

the

design of a

card

has

been

established,

it

should

be

tested. An effective

way

of doing this

is

to

layout

the

design on several cards

(IBM

cards

with

form numbers 5081 or 1001 are satisfactory)

and

use

them

in

the

procedure. Any serious

drawback

to

the

design should become apparent.

The

IBM

Charting

and

Diagramming

Template

is

helpful in preparing for

the

test. Its height

and

its

length

up

to

the

notch

that

appears

on

the

bottom

edge

are

the

exact dimensions of a

standard

IBM

card.

On

the

face of

the

template are shown

(1)

along

the

bot-

tom edge,

the

location of

card

and

mark-sense columns,

( 2) along

the

left edge,

the

location of punching

and

end-printing positions

and

(3)

along

the

top edge,

alphabetic interpreter

type

spacing.

Whenever

conflicts arise in

the

design of cards

that

are processed together,

the

cards

and

their uses should

be

studied

to determine which one should have priority.

In

so doing, consider for

each

type

(1)

its volume,

(2)

the

number

of

manual

operations in

which

it

is used,

(

3)

the

nature

of

each

manual

operation

and

(4)

its

effect

upon

such things as

board

wiring

and

program-

ming.

15

C20-8078

International

Business

Machines

Corporation

Data

Processing

Division

112

East

Post

Road,

White

Plains,

N.Y.106Ot

[USA Only]

IBM World

Trade

Corporation

821 United

Nations

Plaza,

New

York,

New

York

10017

[International]